Office Administrator

The Office Administrator provides administrative support to the branch manager and sales associates, oversees and performs office operation duties, recruits and trains staff, interprets and enforces company policy and provides customer service. 

Job Duties and Responsibilities (Essential Job Functions) This job description is intended to be a general guideline for applicants, employees and managers. Management reserves the right to modify job responsibilities, expectations and qualifications. Actual position responsibilities may vary. Refer to position supervisor or human resources for specific duties and performance expectations.

• Direct and coordinate the administrative activities in support of the real estate office.
• Oversee, maintain and perform the day-to-day sales office operations, including payment of bills, answering phones, record keeping, and invoicing, filing, assisting sales/branch manager, tracking expenses, and greeting clients. 
• Oversee the processing and verifying of all transactions and entering into the system. 
• Distribute work to the office staff. 
• May handle correspondence, mail and support appointment setting.

• Provide support to the sales associates which may include, processing license applications for new, renewing and transferring sales associates, ensuring all paperwork is completed and processed in a timely manner, conducting orientation for new sales associates, assisting sales associates with billings, paperwork and training.
• Remain available and act as the first point of contact for sales associates.
• Act as liaison between staff, managers, and sales associates.
• Coordinate special events, collateral material, flyers, handouts and brochures.
• Provide telecommunication support, including notice of phone number changes, coordinate long distance codes with long distance carries as needed.
• Understand basic math concepts.
• Perform any additional office administrator-related responsibilities as requested or assigned.

Performance Expectations

• Meet all performance and behavior expectations outlined in the company performance appraisal form or communicated by management.
• Perform responsibilities as directed achieving desired results within expected timeframes and with a high degree of quality and professionalism.
• Establish and maintain positive and productive work relationships with all staff, customers and business partners.
• Demonstrate the behavioral and technical competencies necessary to effectively complete job responsibilities. Take personal initiative for technical and professional development.
• Follow the company HR Policy, the Code of Business Conduct and all subsidiary and department policies and procedures, including protecting confidential company information, attending work punctually and regularly, and following good safety practices in all activities. 

Qualifications

Education:

• Bachelor’s degree in business administration or related field; or equivalent work experience and knowledge. 

Experience:

• Three to five years of related experience and demonstrated leadership and supervisory skills a plus. 

Knowledge and Skills:

• Knowledge of real estate business strongly preferred.
• Knowledge of banking and finance a plus.
• Strong computer skills; proficient in Microsoft Office products, including Word, Excel, and Outlook.
• Excellent oral and written communication skills.
• Effective interpersonal skills and leadership abilities. A strong customer-service focus.
• Effective analytical, problem-solving and decision-making skills; initiative, attention to detail, and a team player.
• Project management skills; ability to prioritize and handle multiple tasks and projects concurrently.
• Ability to handle stress and work under pressure. 

Other (licenses, certifications, schedule flexibility/OT, travel, etc.):

• Real estate license preferred.

Wage:   $26.00 - $31.00 hourly; actual wage is based upon education and experience.

Benefits:   Full suite of benefits including Medical, Health Savings Account, Dental, Vision, Life Insurance, Paid Vacation (PTO), 401(k) with employer match, Flexible Spending Account, and Employee Assistance Program (EAP)

Location:  Ventura, CA 93003

Equal Opportunity Employer

Salary : $26 - $31